Terms and Conditions

Big Picture insight ltd

Meeting Terms and Conditions & Disclaimer

In registering for an event, workshop, conference, forum, consultation or activity (‘Meeting’) hosted by Big Picture Insight Ltd (‘BPI’), delegates, moderators and speakers agree to the following terms and conditions:

Privacy (also see the BPI Privacy Policy)

All BPI meetings, or part thereof, are held under the Chatham House Rule: participants are free to use the information received, but regarding the information provided by speakers neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed unless agreed by both parties.

Your contact details will be used to compile a delegate, moderator and speaker list that will be used by BPI event organisers, venues, accommodation and service providers for the purpose of the organisation of the meeting and any associated activities. If you are a speaker or moderator, you agree to BPI using your name and biography to promote BPI and its meetings. Speakers, moderators and delegates may agree with BPI to promote the meeting prior to the meeting taking place and allow their presentation documents to be loaded onto the BPI website or provided to delegates to view after the meeting.

The identity and affiliation of the speakers and moderators may be revealed in order for BPI to promote the meeting. The identity of participants unless agreed by both parties will not be revealed.

Should you not wish for your details to be used for these purposes, please contact BPI at info@bigpictureinsight.com at least four weeks prior to the event.

Photography and Recording

BPI meetings are subject to the Chatham House Rule. All those attending a meeting are free to use information received at the meeting but no one attending is allowed to reveal the individual or organisation who made the comment. The rule is designed to increase openness in discussion.

If an attendee wishes to quote or mention an individual or organisation they will need to make the request to info@bigpictureinsight.com BPI will then inform the said individual and organisation of the request. The said attendee cannot quote an individual or organisation unless via BPI the latter agree to being quoted or mentioned.

Delegates and speakers irrevocably authorise and grant BPI the right to:

BPI will not record delegates, moderators and speakers (picture and voice), film and/or video tape, for audio and visual production.

BPI will take photographs of the meeting and potentially reproduce these on its websites and in any promotional materials.

I hereby release BPI from any infringement or violation of personal and / or property rights of any sort whatsoever based upon the use of the photographs.

I acknowledge that BPI owns and shall own all rights, title and interest (including copyright) in the photographs.

I further acknowledge that BPI is not obliged to use the photographs.

I warrant that I have full power to enter into this Release and that the terms of this Release do not in any way conflict with any existing commitment on my part.

I understand I will receive no monies for any photographs made at the meeting.

While under no obligation to do so, BPI will consider any reasonable request not to use or to stop using a particular photograph. Such requests should be made by email to info@bigpictureinsight.com .

Disclaimer

At the time of registration for a meeting, BPI provided the most recent information available and the delegate and/or speaker accept that the content and/or the delivery of the meeting can change beyond the control of BPI. BPI will not take any responsibility for any errors, omissions and changes to the program or content of the meeting. BPI reserves the right to make changes as it deems necessary without penalty and in such situations no refunds, part refunds or alternative offers shall be made.

BPI reserves the right to update the Disclaimer and Terms and Conditions without notice to you.

BPI cannot control all content published or disseminated at the event. You may find other delegates’ or participants’ communications, graphics, audio files or other information inappropriate, offensive, harmful, inaccurate, dishonest or misleading and/or deceptive, however you alone are solely responsible for your interaction with other delegates and agree to act responsibly and exercise caution, common sense and safety while in attendance at the conference.

BPI, its directors, employees, servants, agents and affiliates shall not be liable for any losses, damages, liabilities, claims or expenses whatsoever arising out of or referable to the event.

Registration

If a person is registering on behalf of a delegate/s it is the responsibility of that person to notify the delegate of the terms and conditions of registering, for which they will be agreeing to on the behalf of the delegate. Responsibility also includes providing full details of the delegate’s/s’ registration details as confirmed.

BPI reserves the right to refuse to accept a booking at BPI’s absolute discretion.

Delegate Cancellation

All delegate cancellations must be notified to BPI by email to info@bigpictureinsight.com before the cancellation can be processed. Cancellations will not be deemed to be received until you have a written confirmation from BPI. If you do not get a response within three working days, please repeat the request by email to info@bigpictureinsight.com  If the cancellation is not received by email, the registration will not be cancelled and full registration will still be payable.

Cancellations received by email to info@bigpictureinsight.com  more than 60 days prior to the applicable event will be accepted and all fees will be refunded less a £30 administration fee. 

Cancellations received by email to info@bigpictureinsight.com  between 60 days and 30 days prior to the applicable meeting will be entitled to 25% fees refund less a £30 administration fee. 

Cancellations received less than 30 days prior to the applicable event cannot be accepted and will not be refunded, however, transfer of your registration to another person is possible with the agreement of BPI. The full name and address details of the new delegate must be advised in writing to BPI at info@bigpictureinsight.com. Online registration received by BPI is considered to be a confirmed booking of the meeting by the delegate.

In the event that a delegate:

1. a)      Does not pay any amount when due; or
2. b)      Delivers a written notice of cancellation to the BPI at any time prior to the date of the event

Such cancellation or failure to pay shall constitute a cancellation by the delegate and will immediately trigger BPI’s right to recover as a debt all amounts outstanding under this Agreement.

BPI reserves the right to refuse attendance to any delegates who have not paid in full for their delegate fees.

Fees and payments

Payment to attend the event must be made a minimum of 72 hours prior to the event starting, unless otherwise agreed with BPI. Payment is to be made by credit card (Master Card, VISA, American Express or other credit or debit card accepted by WooPayments) or a bank transfer. If a delegate manages to make a booking after the last delegate space is filled BPI reserve the right to refuse the booking but will remit any payment made by this potential delegate.

Attendees from all countries are required to pay VAT at the applicable rate on any meeting that takes place in the United Kingdom.  BPI rates include VAT for all United Kingdom meetings. For meetings outside of the United Kingdom attendees are required to pay any applicable VAT, sales tax or excise duty.

Meeting Attendance

Please advise of us of any access or seating requirements a minimum of two weeks prior to any physical meeting the attendee will be attending.

Any special dietary requirements must be indicated when booking a delegate place at any of our meetings. BPI cannot guarantee that we will be able to accommodate any special dietary requirement however we will endeavour to do so.

Post Meeting Report

When the BPI meeting fee includes the provision of a post event report it will be provided in a PDF format to the delegates provided email address and will be sent up to 4 weeks after the meeting. BPI cannot guarantee the length of the report, as it will be based upon information varying according to the current state of global affairs and of the constituent topics.

Consultation Session

BPI work in association with 3rd party content providers. When the BPI meeting fee includes the provision of a post event consultation session it must be booked directly with the 3rd party named in the promotional information relating to the meeting. The 3rd party will endeavour to complete the session no later than 4 weeks following the event. To ensure this timing is possible delegates must book the session prior to the date of the related meeting. The session can occur up to 6 months after the date of the event if agreed between the delegate and the 3rd party. The delegate agrees to forfeit the session if they attempt to book the session with the 3rd party from one month onwards after the ending of the meeting if the 3rd party cannot accommodate this delayed request.

Force Majeure

BPI shall not be deemed to be in breach of these Terms by reason of any delay in performing, or any failure to perform any service or our obligations in relation to these Terms, if the delay or failure was due to any cause beyond our reasonable control, including but not limited to acts of God, explosions, floods, fire or accident, war or threat of war, terrorism or threat of terrorism, sabotage, civil disturbance, epidemics, prohibitions or measures of any kind on the part of any governmental, parliamentary or local authority, import or export regulations or embargoes, or industrial actions or trade disputes (whether involving our employees or of third parties).

In the event we are so hindered or prevented, we shall take reasonable steps to give notice of suspension as soon as reasonably possible to delegates, speakers and other attendees, stating the date and extent of the suspension and its cause. We shall resume the performance of those obligations that have been suspended as soon as reasonably possible after the removal of the cause.

Should, for any reason outside the control of BPI, the venue or speakers change or the event be cancelled, BPI will endeavour to reschedule. In this instance the delegate will indemnify and hold BPI harmless from and against any and all costs, damages and expenses. BPI does not accept responsibility for, and the delegate indemnifies BPI against, any costs, charges or fines incurred by the delegate in the process of attending the event. 

Should BPI need to cancel a live event for any reason and not reschedule an alternative virtual event will replace the live event. Any delegate packs, reports, consultation and other information that would have been provided at a live event will be provided to delegates as part of the replacement virtual event package. BPI accepts no liability for additional costs incurred by delegates, for example travel costs and recommends all delegates take out personal insurance.

Insurance

Registration fees do not include insurance of any kind. It is strongly recommended that all delegates take out personal travel and medical insurance prior to attending the event. The policy should include loss of fees through cancellation of your participation or through cancellation of the event itself, loss of airfares for any reason, medical expenses, loss or damage to personal property, additional expenses and repatriation should travel arrangements have to be altered. BPI will not take any responsibility for any delegate failing to insure.

Important Notice

Important notice re COVID-19: Please note any interaction with the general public poses an elevated risk of being exposed to COVID-19 and other potentially infectious diseases. BPI cannot guarantee that you will not be exposed while in attendance at the event. BPI is not responsible for the health and safety of this event. We encourage you to follow the venue’s safety policies, as well as laws and restrictions.

Entire Agreement

Subject to any amendments specified in subsequent event order forms or terms and conditions, the event order form and these terms and conditions constitute the entire agreement between the parties and supersede all prior discussions, negotiations and agreements in relation to the event.

Governing Law and Jurisdiction

This Agreement, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation, shall be governed by, and construed in accordance with, the laws of England and Wales. Each Party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with this Agreement or its subject matter or formation.

These terms were instigated on the 1^st January 2024 and apply until they are superseded by a new version.

If you have any questions, please contact our team at info@bigpictureinsight.com 

Big Picture Insight Ltd is a company registered in England and Wales, company number 14587664. Registered office: 33 St James Square London SW1Y 4JS.